Procedures Manual - Accounts Payable Request Form

This form, attached to a photocopy of the invoice, is used when we are unable to locate all of the information necessary to process a payment. Its purpose is:

1. To request a cheque requisition when we are unable to locate a purchase order in the system.

   NOTE: Please explain, on the cheque requisition form, why the purchasing procedure was not used.

2. To obtain a receiving signature in order to process an invoice. This is necessary when:
   • goods have been received directly by the department and a packing slip has not been received
   • a contract purchase order has been set up and monthly invoices are received. We require a signature on each invoice to confirm the receipt of the goods/services. It also serves to inform the dept. of the monthly charge. Copier rental/usage invoices, for example, require monthly approval.

3. To approve additional expenditures.

   If the invoice exceeds the dollar limit of the purchase order by more than 10%. If the purchase order is for services, the Chairperson or Dean/Director is required to approve the invoice. In some cases, the Purchasing Department may be required to investigate the price variance. Please return the Accounts Payable Request form, invoice photocopy (signed if requested), and approved cheque requisition (if applicable), to the Accounts Payable Department as soon as possible.